ANATIONAL RESOURCE CENTER GUIDE FOR FOR EARLY HEARING HEARING ASSESSMENT DETECTION & & MANAGEMENT INTERVENTION

Chapter 36 EHDI Grantsmanship 101 Terry E. Foust, AuD

ost state Early Hearing Detection Identify Appropriate Securing grant funding and Intervention (EHDI) from federal, state, and Mprograms were started with and Grant Funders other sources continues continue to be sustained through grant to be the largest funding. Both the Maternal and Child The key to successfully obtaining funding Health Bureau (MCHB) and the Centers and to avoid wasting valuable time is the contributor to financial for Disease Control and Prevention accurate identification of appropriate sustainability for most (CDC) have provided grant funding grant funders. It is crucial to programs today. Without to EHDI programs for startup, quality potential grant funders to determine a doubt, successful grant improvement, and data management funding purposes, priorities, and applicant writing will be a key efforts. Securing grant funding from eligibility. Determine whether the funder’s factor for sustainability federal, state, and other sources continues goals and objectives match your grant- to be the largest contributor to financial seeking purposes. Target your proposal and program growth in sustainability for most programs today. to funders appropriate to your field and the future. Without a doubt, successful grant writing project (EHDI), but do not limit your will be a key factor for sustainability and funding request to one source. Contact the program growth in the future. Every EHDI grant funder before writing a proposal to be program must invest in the appropriate sure you clearly understand the request for resources necessary to apply for and proposal (RFP) guidance and deadlines. secure grant funding at every opportunity.

Successful grant writing involves solid Grants.gov advance planning and preparation. It takes time and resources to coordinate planning; Since the majority of funding for state research, organize, write, and package a EHDI programs is currently provided proposal; submit the proposal to a potential through grants from MCHB and/or CDC, funder; and follow-up. The following it is vitally important to be familiar with chapter is broken down into key steps to www.grants.gov. This website serves as facilitate an appropriately written grant and the central information and application maximize the chances for funding. clearinghouse for federal grant programs.

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It currently houses information on over Allow sufficient time to deal with 1,000 grant programs and provides access to unanticipated problems with the electronic approximately $500 billion in annual awards. submission process. Not infrequently, there are issues with various organization’s firewall Grants.gov is managed by the U.S. and security software, which is common in Department of Health and Human Services settings such as EHDI, where health and and is not only where to find information personal information must be safeguarded. on federal grant opportunities, but also the method by which applications are electronically submitted and tracked. The Get Prepared website provides grant searches, application instructions, electronic filing, application Adequate preparation is vital to the grant status tracking, and resources for applicants. writing process. Solid planning and While the website is the complete resource research will simplify the writing stage. To for federal grants, the application process ensure efficient and thorough completion can be time consuming and cumbersome. of your application, consider taking the For example, the registration process preliminary steps shown in Table 1. can be slow and confusing. Registration is different for an organization/agency For innovative grant announcements, it Adequate preparation is versus an individual and can take as little is important to ask yourself, “Is your idea vital to the grant writing as 3 business days to as long as 4 weeks, original?” The uniqueness of your idea and proposal will help it stand out in competitive process. Solid planning if all steps are not completed in a timely manner. It is very important to register grant competitions. Review the literature and research will simplify early—allowing sufficient time to complete and available databases to minimize overlap the writing stage. the application and submit the electronic with similar studies and verify that the submission in by the deadline. exact project you are considering has not been done before. Many funding agencies, One of the most helpful features of such as National Institutes of Health Grants.gov is the self-help web portal called (NIH), MCHB, and CDC, have databases iPortal (www.grants.gov/iportal). iPortal is that can be accessed for this purpose. the entry point to live 24-hour assistance. This feature includes the top 10 requested In some cases, funding may be available to help topics, a searchable knowledge base replicate projects that have been funded in (400 answers to common issues), self- the past. Often, a pilot study may be funded service help ticket generation, live one-on- initially to test the feasibility of a concept one help via web chat, as well as alerts and on a relatively small scale. If successful, important updates. It is crucial that anyone funding may become available for other interested in federal grant opportunities grantees to replicate the concept on a larger become very familiar with Grants.gov and its scale. In this case, you must closely adhere resources and requirements for registration, to the grant guidance and agree to replicate application, and electronic submission. the procedures exactly as outlined. Not following the guidance exactly, failing to include all required materials, Whenever you are considering submitting missing important deadlines, or otherwise a grant proposal, it is important to study relatively minor infractions may disqualify and assess the competition. See what other an otherwise worthy grant application projects in your field are being funded. More from consideration by a federal agency. importantly, consider turning competitors into collaborators to improve the strength The best advice with regards to federal of your proposal. It is important to secure grant applications is to allow plenty of a collaborator(s) on your project who can time to complete the application process. provide expertise you may lack. Register early, finish the application early, and submit the application electronically Most successful grantees try to carve out well ahead of the deadline for submissions. a niche that will allow them to advance

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Table 1 Preliminary Grant Writing Steps

Step 1 Step 2 Step 3

Clearly understand the funder’s Carefully read the funding Solicit feedback from colleagues and/ guidelines before you write opportunity announcement (FOA) or or mentors on your grant idea while it a proposal. Review the grant (RFP) for all requirements and special is still in the concept stage. application instructions for important instructions. information on the application process and guidance for preparing specific sections of the application. Make sure the funder’s goals and objectives match the purposes of your grant-seeking process.

Step 4 Step 5 Step 6

Prepare an outline following the Make sure you have adequate Develop a feasible timeline consistent framework and structure described in supporting data, where required. with application deadlines. Be realistic the application guide. about the time it can take to write and revise the application—allowing plenty of extra time for unanticipated delays.

Step 7 Step 8 Step 9

Ask your agency and colleagues for Communicate with others who can Become familiar with the review copies of successfully completed assist you in understanding and criteria that will be used to rate your and funded grant applications. completing the application materials. application. Examine them closely. The National Most state EHDI programs are willing Center for Hearing Assessment and to support each other in grant funding Management (NCHAM) website efforts. Secure a mentor(s) who can has copies of past successful grants provide advice and guidance on at http://www.infanthearing.org/ developing and writing a successful stategrants/20002001.html grant application.

Photo courtesy of John Tracy Clinic

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knowledge in their respective areas or is used to provide feedback to both the improve procedures in their specific applicant and the funding agency. In some program. For the purposes of MCHB and cases, the panel may recommend revision CDC grants, consider what ideas/proposals or clarification of specific points in the would promote advanced knowledge in proposal. EHDI or produce measurable improvement in some aspect of your program. Although several factors contribute to whether or not your application will be These considerations should help you funded, great emphasis is placed on this refine your ideas and generate a hypothesis and how the reviewers rate for any new concepts or ideas. Discuss the merit of your proposal. The following your ideas with colleagues and mentors sections describe the criteria reviewers and ask that they review the initial draft of typically use to evaluate applications. your proposal early in the process. Doing Read them carefully for helpful hints on this can save a great deal of valuable time. the information and content you should Be sure your proposed goals and objectives include in the application to garner a can be accomplished within the time and favorable evaluation. resource allocations permitted by the RFP. Know the Peer Review Convey and confirm your confidence Most successful grantees and enthusiasm for the proposed project. Criteria try to carve out a niche It is important to propose projects and that will allow them to research that you are passionate about and Reviewers judge the proposed project advance knowledge in committed to doing. If funding is awarded, on the RFP criteria and goals to evaluate their respective areas or you will be responsible for seeing that all the likelihood that the proposed project the processes and procedures you outlined will have a substantial impact on the improve procedures in in your proposal are actually carried out. attainment of one or more of these goals. their specific program. Reviewers assign an overall score based on What to Know Before You each of the RFP criteria and a judgment of overall merit. Some common review Start Writing the Grant criteria are shown in Table 2. Proposal Developing Your Plan Careful preparation saves time and resources—helping you to build a solid The grant application describes your application. For most federal grants, a proposed project, justifies the need for panel of experts review grant applications funds, and specifies how proposed activities submitted in a process known as “peer will be conducted and evaluated. Remember, review.” Reviewers are selected from a pool an application must appeal to two audiences: of applicants with considerable knowledge (1) personnel from the funding agency and of the topic of the grants. Reviewers must (2) independent reviewers who are familiar declare any conflict of interest and do not with the activities proposed in the grant score grants where a potential conflict may application. All reviewers are important, exist. Reviewers are assigned a number of because each reviewer gets one vote and grant applications to examine and score usually has an opportunity to provide input individually. After that has been completed, that may sway or influence other reviewers. reviewers are convened in a group—called To have a successful review, you must a “panel”—where applications are reviewed, convince the assigned reviewers. They act as discussed, and scored again. The composite your advocates in guiding the review panel’s group score may be used to determine discussion of your application. which applications are funded and which are not—or just applied as an overall Organize and write your application, so the indicator of the quality of the application. primary reviewers can readily understand The panel also completes a report that and explain what you are proposing and

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Table 2 Common Review Criteria Significance Personnel Innovation

Does the project address an important Are the program personnel well suited Does the application challenge and problem or critical barrier to progress? to the project? If they are new, do seek to shift current processes and In EHDI, for example, a critical barrier they have appropriate experience and thought paradigms by utilizing new is the lost to follow-up problem. If the training? If they are experienced, have and novel theoretical concepts? Does goals of the project are achieved, how they demonstrated an ongoing record it propose innovative approaches will knowledge, technical capability, of accomplishments that have advanced or , instrumentation, and/or clinical practice be improved? their support of EHDI? If the project or interventions? Is it a proposed How will successful completion of the is collaborative, do the personnel have refinement or new application of goals change the concepts, methods, complementary and integrated expertise? theoretical concepts, methodologies, technologies, treatments, services, or Are the leadership approach, governance, instrumentation, or interventions? preventative interventions that drive and organizational structure of the EHDI? applicant appropriate for the project?

Collaborators

It is often advisable to expand the community partnerships. Many RFPs Most funding sources are dedicated to number and type of organizations are requiring partnering with other fostering such relationships. represented in the proposal. Funders organizations and in some cases will sometimes fund a single actually “suggest” potential partners. Letters of commitment in your organization but look more favorably application should clearly spell out the on proposals involving multiple Determine the expertise and resources roles of each collaborator. The grant groups. This demonstrates to grant needed to support and accomplish your application should contain a signed reviewers that your proposal has proposed project. Have you clearly letter from each collaborator to the the potential for greater community demonstrated partnerships that make applicant that lists the contribution impact, because you are reaching up a team consisting of individuals, he or she intends to make and their out to other organizations or collaborating organizations, community commitment to the work. These communities. If your proposal has partners, and resources? Large-scale letters are often the primary assurance two or three organizations working projects, such state EHDI programs, the reviewers have that this work together, it will probably score higher require collaboration among agencies will in fact be done. For consultants, than a similar proposal (equally well in both the public and private sector letters should include rate charged for written) from a single source without (audiologists, hospitals, clinics, etc.). consulting services.

Approach Environment

Are the overall strategy, , Have you clearly delineated factors, and analyses well reasoned and such as institutional support, appropriate to accomplish the specific equipment, agency environment, goals of the project? Are potential collaborations, etc., and their impact challenges and problems with on the proposed project? Are the associated alternative strategies and institutional support, equipment, and benchmarks for success presented? other physical resources available If the project is in the early stages adequate for the project proposed? Will of development, will the strategy the project benefit from unique features establish feasibility, and how will of the agency environment, state particularly risky aspects be managed? factors, or collaborative arrangements? Photo courtesy of Cochlear Americas

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fairly score your application. For reviewers, consider your request. They provide you it is very frustrating to have to closely read the opportunity to give the grant agency through an application several times to a snapshot of your proposed project/ determine the real merit of a proposal. program. Be sure to clearly establish a It is very important to use language that connection between your proposal’s goals stresses the significance of your proposed and the grant funder’s priorities. Focus on work and how it relates to the published detail and clarity while concisely conveying guidance for grant applications. This may the impact your proposal will make on the be one of the most important factors in need or problem you are addressing. appealing to reviewers. Your inquiry letter should condense all Important Factors in of the key information into the following main elements: Grant Writing 1. Organization overview/purpose. Listed in Table 3 are five factors that all grant 2. Describe needs or problem (including It is very important writers should keep in mind throughout the target population, statistics, examples). to use language that application process. Also outlined are basic 3. Concisely describe the proposed stresses the significance steps to follow for a well-written proposal. project or program. of your proposed work 4. Reason for and amount of funding The central purpose for any grant application requested. and how it relates to the is to convince the reviewers of the legitimacy 5. List other prospective or committed published guidance for of the problem, demonstrate that you offer a funders. grant applications. This viable solution, and that you can successfully 6. Request funding application. may be one of the most execute the solution. A grant proposal is important factors in intended to sell your problem and solution Elements common to grant applications are appealing to reviewers. to the funder. You must be persuasive. shown in Table 4, and final grant writing Support your argument with as many tips to consider are shown in Table 5. It is facts as possible. Use statistics, program crucial to carefully read and closely follow data, state and national information, and all instructions in the application, RFP, documentation wherever possible. and guidance. Often a very good proposal has not been considered due to not It is helpful to: meeting a minor requirement or deadline. Remember, the online submission process • Show how other groups and/or can be complicated and may take extra time communities are involved. to successfully complete. It is a good idea to • Convey the number of people expected have the grant application completed with to benefit from your solution. several days to spare, so you can devote • Demonstrate that your solution is enough time to the process and ensure the practical, legitimate, and applicable to submission process has been successful. others. • Establish specific goals and objectives Budget Considerations that can be measured. • Convey your ability to meet the Before you start writing the application, identified goals and objectives. think about the budget and how it is related to your proposed activities. It should be noted that many funding Everything in the budget must be justified agencies solicit grant applications by by the work described in the proposal. invitation only and require potential applicants to submit preliminary proposals in the form of inquiry letters or a “letter of Outsourcing Grant Writing intent.” Those selected are then invited to submit a full proposal. Inquiry letters are It may be advisable to consider designed to convince the grant funder to outsourcing the writing of your grant

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Table 3 Important Factors in Grant Writing

Basic Steps to Follow

Cearly demonstrate a significant need or problem in your 1proposal. Deliver a response to the need or solution to the problem based on experience, ability, logic, and 2imagination. Reflect planning, research, and vision throughout your 3proposal. Submit your proposal in the prescribed format, including all 4required attachments. Answer the following questions: There are many different • Who are you? forms and formats for State your organization’s goals • How do you qualify? funding proposals. Every and objectives clearly and 8 • What do you want? 10funder has different guidelines, 5concisely. Write well and do not • What problem will you priorities, timetables, and deadlines. waste words. Use active rather than address and how? Some funders accept a Common passive verbs. Use proper grammar • Who will benefit and how? Application Form (CAF)—a single and correct spelling. Be clear, factual, • What specific objectives will proposal accepted by a number of supportable, and professional. A well- you accomplish and how? grant funders to help save time and written proposal is a key factor in the • How will you measure your streamline the application process. grant funder’s review and decision- results? making process. • Can you demonstrate After it is submitted, follow-up appropriate project logic with the grant funder about the Clearly describe why you are and outcomes, impact of status, evaluation, and outcome seeking a grant, what you plan to funds, and community 11of your proposal. Request feedback 6do with the money, and why you support? about your proposal’s strengths and are a good fit with the grant funder’s • Have you clearly described weaknesses. priorities. Prepare an interesting, broad goals, measurable persuasive, and unique proposal. objectives, and quantified outcomes? Always cover the following 7important criteria: Always follow the exact • Project purpose specifications of the grant funder • Feasibility 9 as outlined in their application, • Community need RFP, and guidelines. Specifically state • Funds needed how your funding request complies • Applicant accountability with the grant funder’s purpose, goals, • Competence and objectives.

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application by contracting with a professional grant writer. The wisdom of hiring a grant writer depends on several Table 4 factors, such as the availability of in-house, Grant Application Formats company, or department grant writers. Some organizations employ an in-house Cover Sheet grant writer; many do not. Grant writing is often added to the list of responsibilities of personnel already burdened with A case statement and proposal summary. many organizational responsibilities. Additional considerations for outsourcing Needs Assessment include limitations of personnel time and lack of the organizational and writing Concise demonstration of the specific situation, opportunity, skills necessary to write a competitive problem, issue, need, and community your proposal addresses. application. Program Goals and Objectives If you do choose to hire a professional grant It may be advisable to writer, it is usual and customary to expect A succinct description of the proposed project/ consider outsourcing the grant writer to provide the following: program’s outcome and accomplishments in measurable the writing of your terms and how it matches the funder’s interests. grant application by • Writing grant applications in response to (RFPs). Methodology contracting with a • Prepare funding requests. professional grant writer. • Coordinate preparation and A rational, direct, chronological description of the submission of grant applications. proposed project and the process proposed in order to • Lead and conduct achieve the outcome and accomplishments. and research. Evaluation Cost for professional grant writers varies depending on several factors, such as: The plan for meeting performance goals and objectives. • Retaining a professional company or writer. This is more common Budget with organizations or departments that are continually seeking funding A realistic budget with a detailed explanation of the opportunities across multiple RFP funding request, committed matching funds, evidence of types. Typical retainer agreements sound fiscal management, and long-term funding plan. start at $1,000 monthly, and the company or grant writer will provide Qualifications a timesheet indicating hours and activities completed for each project. Your organization’s background, its funding history, board involvement and staff qualifications, and specifically its • Project-by-project is a more common capacity to carry out the proposed activities. scenario for smaller organizations, limited RFP opportunities, etc. Conclusion Currently, project-by-project hourly rates start at approximately $75.00 A brief, concise summary of your proposal. per hour. Most professionals should provide a time and cost estimate Appendices for each project. It is customary to pay half the estimated fee upfront. Additional attachments required by the funder, such as Detailed timesheets indicating hours proof of tax-exempt status, organizational and financial and activities for each project should documents, staff/board lists, support/commitment letters. be provided.

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Table 5 Grant Application Formats Final Grant Writing Tips to Consider

Tip 1 Tip 2 Tip 3

Use terms that are easily understood Most grant instructions require that Think like a reviewer. A reviewer in a clear and concise writing style, materials be organized in a specific must often read multiple applications so that a non-expert can understand format. Reviewers are accustomed to in great detail and form an opinion the proposed project. Make your finding information in specific sections of about each of them. Your application points as directly as possible. Avoid the application. Organize your application has a better chance of being favorably using jargon or excessive verbage. Be to guide reviewers effortlessly through reviewed if it is easy to read and consistent with terms, references, and it—allowing for an efficient evaluation follows the specified format. A clear, writing style. Spell out all acronyms process. Reviewers dislike having to well-written, properly organized on first reference. hunt for required information, which application always makes a favorable is often reflected in their evaluation. impression on reviewers.

Tip 4 Tip 5 Tip 6

Capture reviewers’ attention by clearly Be realistic. Don’t propose more work Unless required, do not include an justifying why your project should be than can reasonably be done during index or table of contents or bind funded. Convince them that funding your the proposed project period. Provide the proposal. Be sure to obtain all proposal is worth the money, why you assurances and evidence that the required signatures and submit the or your agency can clearly accomplish personnel have appropriate expertise number of copies specified in the the goals and objectives, and how your and training. guidance. institution can provide the support needed to get it done. Be persuasive. Tip 7 Tip 8 Tip 9

Grant proposals should read as if one Do not include Web addresses (URLs) Many grants must now be submitted person wrote the entire document. in your proposal unless clearly electronically—either directly to Sometimes more than one person instructed to do so. Some governmental a website or scanned PDF email. participates in the writing of the agencies, such as NIH, have policies Regardless of how it is to be submitted, document; however, the proposal that prohibit the submission of URLs your full proposal must be received will read better for the reviewer if in grant applications in place of text neatly, professionally, and well someone in the group acts as the describing the same material. This organized. Write, organize, and present editor to ensure continuity in writing policy eliminates the potential for your proposal in the order and format styles. Consider having one person providing a large amount of extra listed in the application and guidelines. responsible for coordinating the material from a website in excess of the ONLY include information and proposal planning and development. page limit—giving an unfair advantage materials specifically requested by the Someone needs to coordinate all to some applicants and creating a grant funder. A proposal is judged on the activities to ensure that all the large additional burden for reviewers. content and presentation, not weight. required steps are accomplished. As a matter of fact, submitting excessive materials may disqualify an application. Tip 10

Include sufficient background information to enable an intelligent reader to clearly understand your proposed goals and objectives.

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Helpful Links and Resources

Centers for Disease Control and Prevention (CDC): Grants—Funding Opportunity Announcements. Contains links to announcements, applications and forms, assurances certifications, and frequently asked questions,http://www.cdc.gov/od/pgo/funding/grants/ foamain.shtm

Examples of previous state MHCB EHDI grants: http://www.infanthearing.org/ stategrants/20002001.html

Grants.Gov: Offers one-stop shopping for information on applying for grants at all federal agencies. The website includes information on over $500 billion in grant funds administered by over 900 grant programs at the federal government’s 26 grant-making agencies. The Department of Health and Human Services is the managing partner for the federal Grants.gov initiative, http://www.grants.gov/

Grant guides and tip sheets for National Institutes of Health: http://grants1.nih.gov/grants/ grant_tips.htm

Grant writer source: http://www.grantwritersource.com

Health Resources and Service Administration (HRSA): Grants—Open Opportunities. Contains information regarding available grants, the grant cycles, and links to a list of grants administration references. The site links to HSRA grant preview and grant guidance information, http://www.hrsa.gov/grants/

Intermountain Healthcare Foundation: Grant submission guidelines, 2010

National Health Council: Health research funding. Focused for biomedical research, this site, developed with input from the National Institutes of Health (NIH), is designed to bring researchers with peer-reviewed, worthwhile, unfunded projects together with patient advocacy organizations and other funding sources to foster the funding of new research that will provide hope to millions of people in this country with chronic diseases and disabilities, http://www.nsf.gov/funding/

Office of Minority Health (OMH):Funding. Provides information to support minority heath projects, including private and public foundations, directories, and community resources. The site has a search engine and allows the user to browse by the following subject categories: funding resources, grants, foundations, and financial aid. A highlighted list of funding resources and new opportunities is now available. The Resource Center provides free search services for information on funding and other resources related to minority health, http://www.omhrc.gov/templates/browse.aspx?lvl=1&lvlID=1

Partners in Information Access for the Public Health Workforce: Grants and funding. Opportunities for fellowships, grants, and other awards related to public health issues, http://phpartners.org/grants.html

ScanGrants: Designed to facilitate the search for funding sources to enhance individual and community health. The funding sources listed may be of interest to virtually anyone associated with the health field, including medical researchers, social workers, nurses, students, community-based health educators, academics, and others, http://www.scangrants.com/

The Grantsmanship Center: Funding sources. Links to federal, state, community foundations (by state), and international funding sources, http://tgci.com/funding.shtml

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USA.gov for nonprofits:Designed to help nonprofit organizations access online federal information and services. It contains information about grants, regulations, taxes, and other services. In the section “Non-Profit Resources,” check out “Grants and Non- Financial Support,” which is searchable by Cabinet Department, Federal Agency, and Notice of Funding Availability (NOFA). NOFAs are announcements that appear in the federal register daily, http://www.usa.gov/Business/Nonprofit.shtml

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